# Workflow Trigger: Appointment Status > Learn how to automate actions based on appointment status in Futuria CRM. Set up the trigger for confirmations, cancellations and follow-ups. Author: Futuria Support Team · Published: June 18, 2026 · Reading time: 6 min read Source: https://futuriamarketing.com/en/supporto/trigger-workflow-stato-appuntamento/ --- ## What is the Appointment Status workflow trigger? Managing appointments efficiently is essential for any business. The **Appointment Status** workflow trigger in Futuria CRM automates actions based on appointment status updates, cutting manual work and ensuring timely follow-ups. In this guide we will look at what this trigger is, its main benefits and how to set it up step by step. ## Key benefits of the Appointment Status trigger - **Automated appointment management:** Ensures smooth scheduling and follow-up without manual intervention. - **Better customer engagement:** Sends timely reminders and notifications, reducing missed appointments. - **Improved team coordination:** Notifies the team members concerned about appointment status changes. - **Lower no-show rate:** Automatically triggers re-engagement workflows for cancelled or missed appointments. - **Support for multiple attendees:** Involves not only the primary contact but also the appointment guests in status-based workflows, making sure everyone receives timely updates for cancellations, confirmations and no-shows. ## Setting up the Appointment Status trigger ### Step 1: Open the workflow builder Go to the **Automations** section in Futuria CRM, select Workflows and click **+ Create Workflow** or edit an existing one. ![Creating a new workflow in Futuria CRM.](https://assets.cdn.filesafe.space/jOFcdS1QIxGsOiKRyQti/media/610687ff-0568-4958-af5c-018ef109f43c.png) ### Step 2: Add the Appointment Status trigger Click **Add new trigger**, search for **Appointment Status** and select it. ![Selecting the Appointment Status trigger in the workflow builder.](https://assets.cdn.filesafe.space/jOFcdS1QIxGsOiKRyQti/media/61a0c858-e075-46d6-8b50-4aed47f9db9b.png) ### Step 3: Name the trigger Choosing a clear, descriptive name for the trigger helps keep your workflows organised and easy to manage. Instead of leaving the default name "Appointment Status", name it after its purpose. For example, if the workflow is designed to send follow-up emails after an appointment, you can call it "Appointment Follow-Up Trigger". ![Giving the appointment trigger a descriptive name.](https://assets.cdn.filesafe.space/jOFcdS1QIxGsOiKRyQti/media/4867d510-b730-47f8-957c-cc1113f89683.png) ### Step 4: Choose who to include in the workflow Under **"Who should be added to the workflow?"**, choose who should enter the workflow when this trigger fires: - **Contact only** - Default. Only the appointment's primary contact is added. - **Contact and Guests** - Both the primary contact and all guests are added. The workflow runs separately for each person. - **Guests only** - Only guest contacts are added; the primary contact is excluded. Select the option that matches your automation goal. For example, if you want every attendee to receive a cancellation notification, choose "Contact and Guests". ![Choosing who to include in the workflow: contact, guests or both.](https://assets.cdn.filesafe.space/jOFcdS1QIxGsOiKRyQti/media/d4881738-4c4b-4dbb-9583-a4fa4978d597.png) ### Step 5: Set the filters Filters let you define precisely how and when the trigger fires. The available filters and their operators are listed below. #### Filter by event type The Event type filter lets you specify which kind of appointment should trigger the workflow. This helps ensure the automation is applied only to the relevant appointments, based on how they were scheduled. - **Any:** Includes all appointment types. - **Normal:** Triggers workflows only for non-recurring appointments. - **Recurring:** Triggers workflows for appointments that repeat. #### Filter by appointment status This filter lets you trigger workflows based on specific changes to an appointment's status. It ensures the automation runs only when a particular status condition is met. - **New:** When a new appointment is booked. - **Confirmed:** When an appointment is confirmed. - **Cancelled:** If the appointment is cancelled. - **Showed:** When the customer attends the appointment. - **No-show:** If the customer does not turn up. - **Invalid:** If the appointment is marked as invalid. #### Filter by tag The Filter by tag option lets you trigger workflows based on specific tags assigned to contacts in the CRM. Tags are commonly used to categorise contacts by their attributes, behaviour or level of interaction, making it easier to apply targeted automations. #### "In calendar" filter This filter lets you trigger workflows based on status updates for appointments scheduled in a specific calendar. #### "In calendar group" filter This filter lets you trigger workflows based on appointments scheduled within a specific calendar group. It is useful for businesses that manage several calendars under a single group, such as different departments or service categories. #### Grouped calendars only This filter lets you specify whether the workflow should fire exclusively for grouped calendars or apply to both individual and grouped calendars. - **Yes:** The workflow will fire only for grouped calendars. - **No:** The workflow will fire for both grouped and individual calendars. #### Changed by The **Changed by** filter lets you control when the workflow should fire based on who made the change to the appointment status. It is useful for tracking updates coming from different sources. - **API:** The trigger fires when an appointment status is updated via API. - **Customer:** The trigger fires when a customer makes a change to the appointment. - **User:** The workflow runs when a user makes a manual update. If you select this filter, you can then choose a specific CRM user. - **Workflow:** The trigger fires when another workflow changes the appointment status. ![Setting the trigger filters, such as the status and who changed the appointment.](https://assets.cdn.filesafe.space/jOFcdS1QIxGsOiKRyQti/media/e8b17381-3933-4239-b0f6-8e00af95ca2e.gif) ### Step 6: Save and activate the trigger Once all the filters are set, click **Save** to store the trigger configuration. Save and publish the workflow to activate the automation. Run a test by booking an appointment to check that the workflow runs as expected. ![Saving and activating the trigger in a Futuria CRM workflow.](https://assets.cdn.filesafe.space/jOFcdS1QIxGsOiKRyQti/media/cd551541-bd22-43e3-831d-f933b6b5fbb5.gif) ## Frequently Asked Questions (FAQ) ##### Can I trigger a workflow for a cancelled or rescheduled appointment? Yes, by selecting the "Appointment Status" filter and choosing "Cancelled". When you reschedule an appointment it is treated as a new one, and the contact will re-enter the workflow from the beginning. ##### How do I use the "Changed by" filter to track changes? This filter lets you track appointment updates based on who made the change: a user, the API, a workflow or the customer themselves. ##### What is the difference between the "In calendar" and "In calendar group" filters? "In calendar" filters workflows by a specific calendar, while "In calendar group" applies to an entire group of calendars. ##### Can I use several filters together for advanced automation? Yes, you can combine several filters using AND/OR conditions to create highly specific automation rules. ##### How can I make sure a workflow fires only for a specific user? Use the "User is" filter to specify a team member, ensuring the workflow fires only for their appointments. ##### Can I trigger a workflow for appointment guests when the status changes? Yes. Use the "Who should be added to the workflow?" setting and select "Contact and Guests" or "Guests only" to include guest contacts in the automation. ##### If I select "Contact and Guests", does the workflow run once or several times? The workflow runs once for the primary contact and once for each guest. Each run is independent, so you can use contact-specific custom values in your messages.